Administrative Specialist III

Main Campus (Gainesville, FL)
Apr 30, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516486
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Human Resources
Department:29180100 - MD-NEUROLOGY-ADMIN/EDUC

Classification Title:

Administrative Spec III

Job Description:

This position serves as administrative support to the Department of Neurology and Fixel Institute, College of Medicine. This is a highly professional position which requires that the individual perform a broad range of administrative duties including maintaining calendars, overseeing staff, and managing parts of the departmental HR process.

Human Resources: Manages TEAMS/OPS/STAS recruitment process for all divisions including coordinating with supervisors on the related tasks such as developing position descriptions, identifying funding and obtaining budgetary approval, identifying/obtaining space and equipment, posting positions in compliance with UF guidelines, and performing preliminary reviews of applicants for job appropriate qualifications, veteran’s preference, experience and education. Makes recommendations for interviews based on preliminary review. Manages staff completion of appropriate paperwork for any leave of absence or return from leave and enters appropriate job actions as needed in PeopleSoft. Submission and maintenance of employment-based visa submissions for teams and graduate assistants.

Administrative Operations/Supervision: Provides direct supervision of 6 other administrative support staff to include maintenance of leave schedule, coverage of duties, assignment of special tasks, etc. Supervises, guides, and trains administrative support staff. Works with the Department Administrator to assess staff needs in the department and makes workload and task assignment suggestions. Actively participates in recruitment process and interviews candidates. Meets with staff weekly to check on progress, assigns tasks, and makes sure that workload is appropriate. Suggests training and ensures that hired staff has necessary technical knowledge to perform assigned tasks. Provides training to new employees. Provides administrative support for division chiefs and other faculty members as needed for special projects assigned and general activities during staff absences.

Education Support: Works with Education Coordinator to ensure that all deadlines and registrations for the residency program are met throughout the year; ensures that all ACGME requirements are met; assists with annual interview process. Maintains appointment of graduate assistants throughout department including FIXEL through transfer or initial hire. Provides coverage for third year neurology clerkship and elective rotation when needed.

Tenure and Promotion: Works with faculty and HR Manager to prepare and submit tenure, mid-career, sustained performance evaluations, faulty evaluations and annual mentor reports.

Administrative Support: Provides administrative/calendaring support for Director Healthcare Administration

Expected Salary:

$65,000 - 75,000; commensurate with education and experience.

Minimum Requirements:

Bachelor's degree and five years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

  • Demonstrated experience managing HR functions, specifically for a College of Medicine
  • Knowledge of State and Federal laws and UF regulations
  • Effective communication for collaboration
  • Professionalism, problem solving and conflict resolution
  • Experience leading/managing a team
  • Master's degree in an appropriate area of specialization
  • Experience with College of Medicine Tenure and Promotion Process

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list three (3) professional references

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:


Advertised: 27 Apr 2021 Eastern Daylight Time
Applications close: 10 May 2021 Eastern Daylight Time

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